Bindura University Accommodation System

Bindura University Accommodation .
Table of Contents
SECTION A................................................................................ 4
SELECTION, INVESTIGATION AND ANALYSIS.................................4
Define A Problem........................................................................................... 4
Statement of the Problem: - BINDURA UNIVERSITY ACCOMODATION SYSTEM. 4
INTRODUCTION............................................................................................................ 4
BACKGROUND OF THE PROBLEM..............................................................................4
INVESTIGATION OF THE CURRENT SOLUTION...................................................5
PROBLEMS OF THE CURRENT SYSTEMS...................................................................5
Research instruments................................................................................................ 5
Initial User Request.......................................................................................7
Software Requirements............................................................................................. 7
Hardware Requirements............................................................................................ 8
Storage Devices............................................................................................................. 8
Processor...................................................................................................................... 9
AIMS AND OBJECTIVES...................................................................................9
Aims of the new system............................................................................................. 9
Objectives of the new system...................................................................................9
SECTION B..............................................................................10
Alternative Solutions...................................................................................10
Alternative solution 1: Making use of a scanner.................................................10
Alternative Solution.2: Use of Off the Shelf Package..........................................10
Chosen Solution..........................................................................................11
Using a Bespoke Software.......................................................................................11
INPUT DESING.............................................................................................12
Data Capture Forms.................................................................................................. 12
Samples of Screen Layouts of the Visual Basic Forms:.......................................13
DATA STRUCTURES AND FILE DESIGN............................................................14
Students File.............................................................................................................. 14
Payment File.............................................................................................................. 15
Landlords File............................................................................................................ 15
Accommodation File................................................................................................. 16
File Relationship:-.......................................................................................16
Overall plan.................................................................................................17
Output design.............................................................................................18
Output screen for Students Form:-.......................................................................18
Output screen for Accommodation Form:-............................................................19
Output screen for Students Report......................................................................19
Powered by: Rixy Engines
49

Output screen for Accommodation Query.............................................................20
Interface Design..........................................................................................20
TEST STRATEGY...........................................................................................20
Black-box Testing:..................................................................................................... 20
SECTION C..............................................................................23
SOFTWARE DEVELOPMENT...........................................................................23
TECHNICAL DOCUMENTATION.......................................................................23
ALGORITHMS.............................................................................................................. 23
System Flowcharts For Modules...................................................................27
Accommodation Form:-............................................................................................27
Search:........................................................................................................................ 28
Student Form:............................................................................................................ 28
Deletion:..................................................................................................................... 29
Payments form:-........................................................................................................ 29
Exit System:-.............................................................................................................. 30
PROGRAM LISTING..................................................................31
USER DOCUMENTATION............................................................36
Installation of the program..........................................................................36
To install Bindura University Accommodation system........................................36
Running the program............................................................................................... 37
Navigation:................................................................................................................. 39
Exiting the System:.....................................................................................43
TESTING AND EVALUATION.......................................................44

Testing for standard data.............................................................................44
Payments form:-........................................................................................................ 44
Accommodation Form:-............................................................................................44
Students Form:-........................................................................................................ 45
Landlords Form:-....................................................................................................... 45
Testing for Abnormal Data:..........................................................................46
Payment form:-.......................................................................................................... 46
Accommodation form:-.............................................................................................46
Students form:.......................................................................................................... 47
Landlords form:-........................................................................................................ 47
EVALUATION OF THE SYSTEM...................................................48

Achievements:-........................................................................................... 49
Limitations:-............................................................................................................... 49
49

Opportunities for Further Developments:-....................................................50
Appendix
..i
SECTION A
SELECTION, INVESTIGATION AND ANALYSIS
DEFINE A PROBLEM
STATEMENT OF THE PROBLEM: - BINDURA UNIVERSITY
ACCOMODATION
SYSTEM
49
INTRODUCTION
Bindura University is located in Bindura. It receives most of its students
from all over the country and some from other countries. It has been
found that there has been shortage of accommodation space on the
university campus and this resulted in local houses nearby being turned
into boarding houses. However, the university has agreed to advertise
on behalf of the land-lords as well as admitting the students in the
different houses. The names of students who live by the university
campus are kept in flat files alongside with the hostel name in which they
live in by the dean of students. For the other students who live off the
university campus, no records have been kept by the university to keeptrack of the students.
BACKGROUND OF THE PROBLEM
Bindura University is located in the capital of Mashonaland Central
province, Bindura. It was established in 1996 and is still functional to date.
Each year the university advertises in the press for vacancies of programs
which they offer and also receives visitors who tour the university. As a
result more and more students tend to turn up for the different programs
offered by the university, and due to lack of accommodation on campus,
only a few students is accepted for on-campus-residence. The rest would
have to look for houses to rent in nearby places.
The university uses a manual system to record the details of students who
reside on the university campus, as well as the hostels in which they stay
in. These files are stored by the dean of students in filing cabinets.
Since there is more demand for accommodation, more paper work has to
be done and as such, this happens to be an increase in volume of data.
INVESTIGATION OF THE CURRENT SOLUTION

PROBLEMS OF THE CURRENT SYSTEMS
The accommodation department at Bindura University is currently facing
some problems due to their use of the manual system. These problems
are as follows:-
49
1.
Data insecurity as anyone can view other peoples

records.
2.
Misplacement of students residential records which

leads to rewriting of the students information.
3.
Lots of data duplication.
4.
It takes more than five minutes to find a record for a

particular student due to the large amount of papers kept if one file.
5.
Some errors have occurred when writing down

details of students, which are difficult to notice.
6.
The hand writing of the deans assistance who write

down the students records is illegible, this makes it difficult to read
especially if he or she is not around
7.
Sometimes the keys to the cabinet in which the files

are kept are lost as a result the files are not accessed until the locks
are budged
8.
Records are affected by wear and tear
9.
Data
is
sometimes
or
often
inconsistent
and
incorrect
Research instruments
The research instruments which could be suitable to carry-out the
researches on the current system are Questionnaires and Interviews
Questionnaire
Questionnaire to the working staff
Put a tick on the correct answer
1 How long have you been working at Bindura University Accommodation
Department?
Below
5 years
510 years
Above
10 years
If below 5 years, please specify
How many students are accommodated on-campus?

Below 500
49
500- 1000
1000-2000
.
Above 2000
How many students are accommodated off-campus?

(Not referring to those who live at their actual homes)
50-100
150-200
.
250-500
Do you have any backup files?

Yes
No
Is the system you are using effective?

Yes
No
6
Can you describe how fast your system is when serving any one
random customer?
Is the system you are using Reliable?

Yes
No
8
Do you record the data in any logical order?

Yes
No
9
How many books do you use to record the data

..
10
What storage media do you use to store your data and how often do
you update your records?
..........................................................................................................
..........................................................................................................
49
..........................................................................................................
...................................................................................
11
Do you have any backup storage in case of disaster?

............................................................................................................
............................................................................................................
..........................................................
Interview Questions
For the Dean and Assistance
1
How long have you been working at Bindura University?
2
What time do you usually check in for work?
3
Have you ever had any problems with any of your colleagues under
this working structure and environment?
4
(if yes then ask the following question) Have you managed to
resolve these issues yet, and how long did it take for you to reach
the stable environment?
5
Are your colleagues unskilled, semi-skilled, skilled or highly
recommended?
6
As an overseer of this department, can you briefly describe the
attitudes of your colleagues towards the different duties they have?
7
What measures do you take when correcting errors in recorded
data?
8
How secure is confidential information in the system?
9
Do you have any backup for the data for any of the departments in
case of data loss or disaster?
10
From your own point of view, how effective is the current system
that is being used at this institution in your department
Initial User Request

The dean of students at Bindura University has requested for a system
that is error free and user friendly. He highlighted the facts that the
system must be able to search and find different students records in a
short space of time without any hustles and display the results; thus
they need a fast system. It should be able to sort records in either
ascending or descending order for the need of neat presentation and
the ease of visual access. Since it also has to contain details to the
external housing facilities, it should be able to show vacant places both
on and off the university campus. He emphasised the need of a password
so as to restrict unauthorized access to the data stored in the system. It
must be able to add new records as well as to delete unwanted
records from different files. The system has to be able to create reports
of the students and should contain a print interface from which to
print the reports from. The system must have an online help interface
so as to aid the user if any troubleshoot arises.
49
Software Requirements
1
Microsoft Visual Basic: This is used to create the Interface of the

system and a Microsoft Visual Basic Tool called the Package and
Deployment Wizard is also needed, so as to create the Setup of the
system, which will make it possible for it to be usable on other
different computer systems. It will also be used in modifying the
program in the future
Microsoft Access 2010/2013: This Database Management System

is used for creating the database files which will be used to store
data. Microsoft office Access is used as the backend to the Visual
Basic Program.
Microsoft Word 2010/2013: This is used for creating the

documentation of the system, that is, for creating the user manual
and the technical documentation of the system.
Windows 7 Operating System: this user friendly operating

system will act as the background on which application programs
will run. It will also manage the hardware, software and memory
resources of the computer.
Hardware Requirements
Input Devices
1
Keyboard: This will be used for entering data in the fields of
different files of the system. It is also used for the purpose of
amending data in Bindura University Accommodation Department.
2
Mouse: This is required for the purpose of item selection i.e.

selecting the files to view and also to click buttons which enable
certain actions to be performed.
Output Devices
1
LaserJet Printer: This is required for printing hardcopy documents
like reports and queries. This printer produces high quality print of
these documents. A fast printing device is needed.
2
Monitor (Visual Display Unit): This will be used for displaying

the different user interfaces of the forms, records and reports on the
computer screen. It also displays error message and online help for
the user.
Speakers: speakers will help produce warning sounds when an

invalid operation has occurred and also for entertainment through
outputting of music and sounds.
49
Storage Devices
1 Hard Disk: Used to store the systems files and data for future use. At
least 500 GB hard disk is needed.
2 USB Flash Drive or Digital Versatile Disk (DVD): These will be used
for creating backups of the system files and data for recovery purposes
in case of accidental loss of data.
Processor
1 An Intel Pentium Dual CPU T2390 @ 2.12GHz; 2.13GHz is needed for
fast processing of records in the system.
AIMS AND OBJECTIVES
Aims of the new system
1
The system must be user-friendly and easy to use so as to save time
and money in training the users on how to operate the new system
as well as implementing it.
2
To restrict unauthorized access to files and records held in Bindura

University Accommodation Department system.
The new system should have adequate storage space and fast
processing speed so as to retrieve data in a short space of time,
thus at least 20 seconds.
Objectives of the new system

The new system must be able to
1
Add new records of students using the data entry form.
Delete unwanted records from the system, that is, those who nolonger us the accommodation facilities and would have paid their
owings if any.
Retrieve students residential information in less than 5 seconds.
Create queries and reports of every file in the database.
Create queries for a specified data member.
Make use of a password to grant access to the user.
Navigate through different records, thus moving from one record to

the previous or the next record, through the first and the last record.
Provide an online help interface for each and every form/file so as to

assist users if they need help in operating the system; suppose if
they are still new to the system.
49
EVIDENCE THAT THE RESEARCH HAS BEEN CARRIED OUT

Having visited Bindura University of Science Education more than three
times, my researches were made basing on Questionnaires and
Interviews. The Researches were very successful and the results are also
stamped and are at the Appendix
Refer
to
appendix
SECTION B
Alternative Solutions
Alternative solution 1: Making use of a scanner
A scanner is an input device that allows one to copy images of hardcopy
and converts it to softcopy.
Advantages of the alternative solution
1
Not much skill is required.
Scanned documents kept as softcopy can be easily copied to other

backing up devices
Disadvantages of alternative solution

1
Requires a lot of time to scan all the documents
Unless special scanners are used (Optical Character Recognition),

written documents might be stored as images and this makes it
difficult to edit, search and find different records
A lot of paper is still present in this solution since documents are

first hand written then scanned.
Alternative Solution.2: Use of Off the Shelf Package

This alternative solution is to use an Off the Shelf Package i.e. the student
accommodation department is to buy pre-written software so that it uses
it as their own.
Advantages of the alternative solution

1
They are relatively cheap for the Bindura University to install.
The student accommodation department can speak to other users of

the software for their evaluation before spending money.
It is less time consuming as the software package is already there.
Usually these software packages are accompanied by user manuals

which are well documented.
49
Disadvantages of the alternative solution

1
It might not meet the specific requirements of the department.
The package might not be integrated with the hardware in

existence as they are software dependent.
Chosen Solution
Using a Bespoke Software
This is the use of custom made software specifically designed for the
accommodation department at Bindura University. To achieve this, I will
make use of Microsoft Access and Visual Basic 6.0 which will aid me in
creating the different interfaces and the database where the data will be
held.
Advantages of the chosen solution over other Alternatives
1 The use of visual basic makes it easy to debug
2 The software is designed to do exactly what is wanted by the staff
members unlike the use of off the shelf packages which are not
specific.
3 There might not be any suitable system available at the market so its
best for the accommodation department to write its own.
4 If any changes are to be made on the system then the programmer will
have to work on the system rather than when using an off-the-shelf
systems
5 No additional costs are charged on using the custom made system, such
as the system rental cost.
6 This alternative means that the department has to use a computerized
system and dump the manual system hence incorporating the
advantages of using a computerized system above these.
7 These advantages include:
8.
1.
speed, i.e. when accessing the record of students
2.
accuracy i.e. when performing calculations of payments
3.
Quality services to the university.
It gives the department pride of having their own system
49
Disadvantages of the chosen solution

1 The accommodation department cannot consult any other users of the
software for their evaluation before spending money.
2 The department might suffer from bugs as the software designed for the
department cannot be tried and tested as it does not apply to other
organisations.
3 The
software might not be well documented; as a result the

accommodation department staff will face difficulties in using the
software.
INPUT DESING
Data Capture Forms
Below are the SCREEN LAYOUTS of the forms to be used by Bindura
University Accommodation department. (Designed manually)
ACCOMMODATION FORM
Student ID
Next Rec
Student Name
Previous
Date of Birth
First
Accommodation Number
Occupant Number
Last
Type of Payment:
CLOSE
Save record
Add Record
Print
Edit Record
Search
Cancel
Delete Record
49
Samples of Screen Layouts of the Visual Basic Forms:

Accommodation Form:
Menu bar
Systems
clock
Payments Form:
On-screen
commands
Data entry
fields
49
DATA STRUCTURES AND FILE DESIGN

Bindura University Accommodation Department has four files namely:
STUDENTS FILE (for the students at the university), LANDLORDS FILE (for
the landlords connected to the university), ACCOMMODATION FILE (for the
people who are accommodated by the department), and PAYMENTS FILE
(this contains the contents of the payments made by the students for
accommodation).
DATA DICTIONARIES
Students File
Data Type
Size
Validation
Example
Students
Name
TEXT
30
Must contain only the

students name
Tafadzwa
National ID
TEXT
15
Must contain the

students National ID
Number
63-2027558-A75
Field Name
49
Student ID
TEXT
15
Must contain the

students ID number
B9872
Student
surname
TEXT
30
Must contain the

students surname
Chikandwa
Gender
TEXT
must contain the sex of

the student
Female
Date enrolled
DATE/TIME
10
Must contain the date the

student was enrolled
21/01/2015
Contact
number
NUMBER
15
Must contain the

students contact number
0776543267
Accommodati
on number
TEXT
Must contain the

students accommodation
number
A12
Payment File
Field Name
Data Type
Size
Validation
Example
Members
Name
DATE/TIME
10
Contains the date of

transaction
10/01/2015
Student ID
TEXT
15
Must contain the students

ID Number
B3542
Student name
TEXT
30
Contains the students

name
Vimbai
Accommodati
on fee
CURRENCY
Contains the amount to be

paid
US$540
Amount paid
CURRENCY
Contains the amount paid
US$326
Balance
CURRENCY
Contains amount owning
US$255
Landlords File
49
Field Name
Data Type
Size
Validation
Example
Lord ID
TEXT
Must contain the

landlords ID
L12
National ID
TEXT
15
Must contain the

landlords National ID
Number
63-2027558-A75
Landlord
Name
TEXT
30
Must contain the

landlords name
Vimbai
Landlord
Surname
TEXT
30
Contains the landlords

surname
Chikandwa
Address
TEXT
50
Must contain where the

landlord lives
7 Loughton
Avenue
Greencroft
Bindura
Contact
Number
NUMBER
13
Must contain the phone +263777046840

number of the member.
Accommodation File
Field Name
Data Type
Size
Validation
Example
Accommodation
Number
TEXT
Must contain the

students accommodation
number
A12
Student ID
TEXT
Must contain the

students ID Number
B0987
Student Name
TEXT
50
Contains the name of the

Student
Natasha
Occupant
Number
number
Must contain the

occupant number of the
student
Location
TEXT
12
Contains the location of

the accommodation
facility
Off-campus
Landlord
number
text
Must contain the landlord

number of the facilitator
L320
Capacity
number
Must contain the
15
49
maximum number of
occupants of the facility
File Relationship:-
Students
Overall plan
49
Output design
Bindura University Accommodation department will makes use of this
computerised system with the aid of screen displays, mostly output forms.
Other output methods could have been used to a greater extent such as
audio, video and or other multimedia but this will not be as efficient as the
output forms are for data processing. On screen commands will be also
visible in this system.
Below are some of the samples of the output screens:-
Output screen for Students Form:-
49
Output screen for Accommodation Form:-
49
Output screen for Students Report
Output screen for Accommodation Query
49
Interface Design
Bindura University Accommodation Department interface design can be
viewed
in
the
User
Documentation.
....page39
TEST STRATEGY
Black-box Testing:
This type of testing will allow me to discover errors in the system that may be
invisible to me because of my knowledge as to how the system was
programmed. The personnel doing this testing will not be aware of the coding of
the software or how it goes around a problem. This method eliminates bias in the
testing. The values to be tested should include typical values, borderline values
and values which are not acceptable. The reasons for use of Black Box testing
are that the program is tested according to its specifications and different values
are entered for variables to determine whether the program can cope with them.
Black box testing will include use of Standard, Extreme and Abnormal Data.
Testing for Standard (Normal) Data:
49
File/Table
Test Field
Test Data
Expected Results
Students
Student ID number
B3553
Accepted
Gender
Male
Accepted
National ID
number
45-2345342W12
Accepted
Date of Payment
12/03/2015
Accepted
Amount Paid
$20.00
Accepted
Lord Number
L155
Accepted
Lord Name
Makanaka
Accepted
Accommodation
number
A15
Accepted
Capacity
15
Accepted
Payments
Landlords
Accommodation
Testing For Extreme Data:

File/Table
Test Field
Test Data
Expected Results
Students
Student ID number
B999
Accepted
Gender
Male
Accepted
Student name
Zvikomborero
Accepted
Date of Payment
31/12/2050
Accepted
Balance
$0.00
Accepted
Lord Number
L199
Accepted
Lord Name
Sino
Accepted
Location
Off-campus
Accepted
Accommodation
number
A99
Accepted
Test Data
Expected Results
Payments
Landlords
Accommodation
Testing For Abnormal Data:

File/Table
Test Field
49
Students
Payments
Landlords
Student Id number
D234543
Rejected
Gender
Emale
Rejected
Student name
T15Nyati
Rejected
Date of Payment
31/12/19923
Rejected
Balance
Sd1333>
Rejected
Lord Number
One
Rejected
Lord Name
>edesd
Rejected
Location
=9Off-campus
Rejected
Accommodation
number
QWERTY
Rejected
Accommodation
SECTION C
SOFTWARE DEVELOPMENT
TECHNICAL DOCUMENTATION
49
ALGORITHMS
(a) PSEUDO CODES
Accommodation Form:
Start
Select Option
If selected option is Search Then Search for Record in the
Accommodation Form
If selected option is New Then Show Blank Accommodation Form
If selected option is Delete Then Delete Current Record of the
Accommodation Form
If selected option is Print Then Print Current Record in the
Accommodation Form
If selected option is Edit Then Edit Current Record in the
Accommodation Form
If selected option is Save Then Save Last Operation in the
Accommodation Form
If selected option is Cancel Then Cancel Last Unsaved Operation in
the Accommodation Form
If selected option is View Last Record Then show the Last
Accommodation Record
If selected option is View First Record Then show the First
If selected option is Next Then Navigate to the Next Accommodation
Record
If selected option is Previous Then Navigate to the Previous
If selected option is Close Then Exit the Accommodation Form
End Select
End
Student Form:Start
Select Option
If selected option is Search Then Search for Record in the Student
Form
If selected option is New Then Show Blank Student Form
49

Student Form
If selected option is Print Then Print Current Record in the Student
Form
If selected option is Edit Then Edit Current Record in the Student
Form
If selected option is Save Then Save Last Operation in the Student
Form
the Student Form
If selected option is View Last Record Then show the Last Student
Record
If selected option is View First Record Then show the First Student
Record
If selected option is Next Then Navigate to the Next Student Record
If selected option is Previous Then Navigate to the Previous Student
Record
If selected option is Close Then Exit the Student Form
End Select
End
Landlords Form:
Start
Select Option
If selected option is Search Then Search for Record in the Landlords
Form
If selected option is Add Then Show Blank Landlords Form
Landlords Form
If selected option is Print Then Print Current Record in the Landlords
Form
If selected option is Edit Then Edit Current Record in the Landlords
Form
If selected option is Save Then Save Last Operation in the Landlords
Form
the Landlords Form
49
If selected option is View Last Record Then show the Last Landlords
Record
If selected option is View First Record Then show the First Landlords
Record
If selected option is Next Then Navigate to the Next Landlords
Record
If selected option is Previous Then Navigate to the Previous
Landlords Record
If selected option is Close Then Exit the Landlords Form
End selection
End
Payment Form:
Start
Select Option
If selected option is Search Then Search for Record in the Payment
Form
If selected option is Add Then Show Blank Payment Form
Payment Form
If selected option is Print Then Print Current Record in the Payment
Form
If selected option is Edit Then Edit Current Record in the Payment
Form
If selected option is Save Then Save Last Operation in the Payment
Form
the Payment Form
If selected option is View Last Record Then show the Last Payment
Record
If selected option is View First Record Then show the First Payment
Record
If selected option is Next Then Navigate to the Next Payment Record
If selected option is Previous Then Navigate to the Previous Payment
Record
If selected option is Close Then Exit the Payment Form
End selection
49
End
Search:Start
Enter search index
Search for index
If Found = True Then
Display Record
Else
Display Record Not Found!
End If
End
Queries:-
Start
Select Option
If selected option is Students Query Then Show Students
Query
If selected option is Accommodation Query Then Show
Accommodation Query
If selected option is Payments Query Then Show Payments
Query
If selected option is Landlords Query Then Show Landlords
Query
End Select
End
49
System Flowcharts For Modules

The Following table shows the flowchart symbols and their corresponding
meaning which will be used:
Symbol
Meaning
Terminator (Loop Terminator)
Process
Display
Input of data
Decision to be executed
Storage
Data Flow
Accommodation Form:-
49
Start Select From Options

No
Search?
No
Yes
Add?
No
Search Wanted
Yes Record
Delete?
Blank Form
Yes
No
Print?
No
Delete CurrentYes
Record
Save?
No
Print Current Record
Yes
Cancel?
Save Record Updates
Yes
No
Edit?
Cancel CurrentYes
Update
Update Current Record
Stop
Search:
Start
Main Menu
Input Search index

Sear
Select Sub Module
Select Search
Stop
49
Student Form:

No
Search?
No
Yes
Add?
No
Search Wanted
Yes Record
Delete?
Blank Form
Yes
No
Print?
No
Delete CurrentYes
Record
Save?
No
Yes
Cancel?
Save Record Updates
Yes
No
Edit?
Cancel CurrentYes
Update
Stop
Deletion:
49
Start
Main Menu
Select Sub Module

Select Record to be Deleted
Select De
Stop
Payments form:-
49

No
Search?
No
Yes
Add?
No
Search Wanted
Yes Record
Delete?
Blank Form
Yes
No
Print?
No
Delete CurrentYes
Record
Save?
No
Yes
Cancel?
Save Record Updates
Yes
No
Edit?
Cancel CurrentYes
Update
Stop
Exit System:Start
Select Exit
Return to Menu
No
Exit?
Yes
Exit System
Stop
49
Program listing
''These code have been complied by Zvikomborero Nyamapfene for
Bindura University
'the following codes are used to allow access to the database; they give
different access right to the users in of the system
'.....................................................................................................................
................................
'**************************************************************************
Dim password As String Global declaration of variable password
Dim userAccount As String 'Global declaration of variable userAccount
'code for logging into the system
Private Sub cmdLogin_Click()
If (cboUser.Text = "Adminstration" And txtPassword.Text = "admin123") Or
(cboUser.Text = "Clerk" And txtPassword.Text = "clerk202") Then use of if
selection construct
Me.Hide 'when condition is true then the current form will be hidden
frmForms.Show 'the form frmForms will be shown which will be the main
menu view
Else
txtPassword.Text = ""
txtPassword.SetFocus
49
MsgBox "Wrong Username And/Or Password", vbCritical, "Error"

'this will produce an error message if a wrong password has been put
End If end of selection construct
If (cboUser.Text = "" And txtPassword.Text = "") Then
'if all fields are empty, the following message is shown
MsgBox "Please input username and/or password", vbExclamation,
"Missing Info"
End If
If
(frmPassword.cboUser.Text
=
"Adminstration"
frmPassword.txtPassword.Text = "admin123") Then
And
'only the adminstrator has access to the admin-tools

frmForms.cmdAdmintools.Enabled = True
admin tools is enabled
'the command button to the
frmAccomodation.cmddelete.Enabled = True
'only the administrator is able to delete the records
frmLords.cmddelete.Enabled = True
frmPayment.cmddelete.Enabled = True
frmStudent.cmddelete.Enabled = True
Else
frmForms.cmdAdmintools.Visible = False
button is invisible to other users
'the admin tools command
frmForms.cmdAdmintools.Enabled = False
frmAccomodation.cmddelete.Enabled = False
'all the delete command buttons are set invisible to other users in all
forms
frmLords.cmddelete.Enabled = False
frmPayment.cmddelete.Enabled = False
frmStudent.cmddelete.Enabled = False
frmAccomodation.cmddelete.Visible = False
frmLords.cmddelete.Visible = False
frmPayment.cmddelete.Visible = False
49
frmStudent.cmddelete.Visible = False
End If
End Sub
'code for deleting a record from database

Private Sub cmddelete_Click()
'on clickind the delete button,a confirmation message is shown
Confirm = MsgBox("Are you sure you want to delete this record?",
vbYesNo, "Deletion Confirmation")
If Confirm = vbYes Then 'on click yes the record is deleted from the file
adoAccomodation.Recordset.Delete
MsgBox "Record Deleted!", , "Message"
Else
'if option is no, then no record is deleted

MsgBox "Record Not Deleted!", , "Message"
End If
End Sub
'the following code is used to search for a particular record from the given
table
Private Sub cmdFind_Click()
Dim item, w As Integer
procedure
declaration of variables to be used in the
item = InputBox("Enter the Student ID you want to search for!")

'the student ID is to be entered in a message box which will be
displayed when the find button is clicked
Me.adoAccomodation.Recordset.MoveFirst
'this loop is active only when condition is true
While (item <> txtstudentID.Text And i <> 1) repeat construct used
here
Me.adoAccomodation.Recordset.MoveNext
If Me.adoAccomodation.Recordset.EOF = True Then i =
1
49
'if end of record is reached "i" will be set to 1

Wend this line loops the repeat instruction
If Me.adoAccomodation.Recordset.EOF = True Then
MsgBox
("Record
not
found!"),
vbInformation
vbOKOnly
'if no record is found, a message is displayed
Me.adoAccomodation.Recordset.MoveLast
'the table will now contain the last record
Unload Me
frmAccomodation.Show vbModal
End If
End Sub
Private Sub Timer1_Timer()
lbldate.Caption = Date 'the label "lbldate" will show the current date of
the day
lbltime.Caption = Time 'the label "lbltime" will show the current time of
the day
'the above data is captured by the timer "Timer1" from the system
End Sub
Private Sub cmdQuery_Click()

Dim sqr As String 'declaration of variables as string data type
Dim two As String
'Sequential Query Language used below
sqr = "select* From Payment where"
Adodc1.RecordSource = sqr + " " + Text1.Text 'concatenation of string variables
Adodc1.Refresh
End Sub
Private Sub txtAccomodationnumber_KeyPress (KeyAscii As Integer)
If Not ((KeyAscii >= 48 And KeyAscii <= 57) Or (KeyAscii = 65) Or KeyAscii = 127 Or
KeyAscii = 8) Then 'use of ASCII number in coding
MsgBox " The Value You Just Entered For Accommodation Number is incorrect, Please
enter a Proper value", vbExclamation 'Validation message to be displayed
49
KeyAscii = 0
End If
End Sub
Private Sub FrmAdmintools_Load()
With cboBrowserOptions
'items stored in a list to be displayed from a combo box
.List(0) = "Fire Fox"

.List(1) = "Chrome"
.List(2) = "Internet Explorer"
.List(3) = "Skype"
End With
End Sub
Private Sub Command4_Click()
If Combo1.Text = "Fire Fox" Then use of nested if statements
a = Shell("C:\Program Files\Mozilla Firefox\firefox.exe", vbNormalFocus)
shell declaration allows you to link the program with other computer resources which are
independent of the system
Else
If Combo1.Text = "Chrome" Then
a
=
Shell("C:\Program
vbNormalFocus)
Files\Google\Chrome\Application\chrome.exe",
Else
If Combo1.Text = "Skype" Then
a = Shell("C:\Program Files\Skype\Phone\Skype.exe", vbNormalFocus)
Else
If Combo1.Text = "Internet Explorer" Then
a = Shell("C:\Program
vbNormalFocus)
Files\Internet
Explorer\iexplore.exe",
End If
End If
End If
End If end of nest
End Sub
49
User Documentation
Installation of the program
To install Bindura University Accommodation system
-
Insert CD into CD-Drive /DVD RW Drive
Open the CD-Drive

Double click Bindura University Accommodation
System Setup
A pop-up screen requesting administration permission to install the program will

show .You have to select YES
49
The setup file will start extract drivers from the software package so as to install on
your machine
Follow the instructions that appear on screen and click the setup button to select the
directory to where the program will be installed to.
click this button
49
The software program will start to install onto your machine
Running the program

When you want to run the installed program,
-
click on the start button of the computer
click on Bindura_University_Accommodation
the welcome form will appear, then click the command log in
Click Login Button
select the User account you wish to use and enter password
49
if you input the wrong password, an error will occur
for correct password, the systems main menu will appear
49
Use this to shut down

your machine
Navigation:
-
You can make use of the menu bar for faster navigation when
executing the program
In any part of the program execution, use F5 to lock the screen

and press any number, thus1 to 9 to unlock.
49
Under the menu bar, the help menu will help show you what the
system is about and how it works
Or view the systems help form
49
Tabs to
make
selections
In all the forms the forms there are some navigation button
Buttons:
FIND: This enables searching from a particular record amongst those
stored in the system
CREATE NEW: This enables a new record to be entered in a given file
FIRST RECORD: This enables viewing the first record stored in collecting
of the records
LAST RECORD: This enables viewing the last record in the collecting of
records
NEXT: This enables viewing the next record from the collecting of records
49
PREVIOUS: This enables viewing of the previous record from the

collection of records
CANCEL: This enables clearing all the fields when entering data and
stopping the current operation
DELETE: This is only accessible by the Administrator and it will allow
deletion of an unwanted record from the system
PRINT: This will enable print of the forms
BACK: This will take you back to the previous main menu form
HELP: this will open the help forms from which more information on the
operation of the system can be acquired
LOG-OUT: this will enable exiting the system
YES: if you are in agreement with the stated conditions, this will lead to
the execution of the give instance
NO: this will seize a given condition to be satisfied
ADMIN-TOOLS: this will allow the administrator to view and access some
of its user privileges not present in other accounts (these include reports,
queries and other operation such as deletion of records)
Extras: this button will enable you to view and have access to some
entertainment such as music and videos stored in the computer
Access windows
media player
Exiting the System:
49
to exit the system, click the Quit command button on the main
menu
choosing Yes will close the program, whilst No will return you
back to the system
if you select yes, the system will save all your work and will end the
program execution
By this, you would have exited the system and will be redirected towards
your previous running applications which you would have been executing
before launching this system.
SECTION D
49
Testing and Evaluation

Testing for standard data
Payments form:-
Valid date accepted

Valid Student ID accepted
Valid amount paid

accepted
Accommodation Form:-
Valid Accommodation Number accepted
Valid Occupant
Number accepted
Valid Location accepted
Students Form:-
49
Valid Name
accepted
Valid Gender
accepted
Valid contact accepted
Landlords Form:-
Valid Landlord ID
Valid National ID
Valid Landlords name

accepted
Testing for Abnormal Data:
49
Payment form:-
Invalid date format not accepted
Pop-out error
message
Accommodation form:-
Invalid
accommodation
number enter
Error
message
Students form:
Key press validation produced error message when the letter j was
pressed in the student Id field
49
Landlords form:Key press validation restrict any other characters to be input besides
alphabetical characters: Digit 3 was typed in the Landlord Name field and
was rejected
Payments Form:
49
Only monetary values can be input in the Accommodaation fee field in the
payments form. Any other characters are restricted:
Accommodation form:
The system will not allow any student to be accommodated in a fully
occupied accomodation facility:
The occupant number is compared to the capacity
49
EVALUATION OF THE SYSTEM

After the completion of the development of Bindura University
Accommodation System it has seen numerous paybacks as compared to
the previous weaknesses and limitations.
Achievements:1
The system can now add new records into the system.
Deletion of unnecessary records is now possible in less than 30

seconds.
Editing of records can now be done easily without having to write in

new record files, hence saving time and space.
The system is able to print hardcopy documents of records in the

system
Queries and reports can now be generated and record retrieval is

now fast, thus long queues are foregone
Sorting of records in a particular order, either ascending or

descending is now possible.
System navigation is also possible and search options
Data security has been greatly enhanced since no one can access
the system without inputting the required pass-codes.
BINDURA UNIVERSITY ACCOMMODATION SYSTEM

With the aid of the above stated achievements and many others, this
resulted in the development of a very user friendly system as it also has
various options which promote human-to-computer interaction to be
common. These features include Online Help Form, the ability to Play
Music, has a calendar and some terms and conditions of use. This is far
much exciting as compared to the previous.
Limitations:Due to time and pressure from my other subjects of study, I could not
achieve the following to be stated:
1
The Multi-User interface is only accessible to two users (Clerk and
Administrator).
2
Costs can still be incurred by the New System, such as
purchasing of Paper for printing.
49
To a greater extent, most of the objectives of the system were

met and this was a success.
Opportunities for Further Developments:This system can be improved greatly and be expanded also as time moves
on:1. The system only generates reports for all the tables in the system
but not any information on logging in is obtained. This however,
needs to be incorporated so as to see for how long has the system
been logged on by the different users
2. The system must accept more than two users, thus adding more
accounts.
49

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